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Executive Assistant to the Vice President, Studies

POSITION: Executive Assistant to the Vice President, Studies

DEPARTMENT: Studies

REPORTS TO: Vice President, Studies

SUMMARY

The Executive Assistant to the Vice President, Studies provides administrative support in order to ensure that the Vice President and Studies Office is organized and prepared for Chicago Council activities. The Executive Assistant serves as a point of contact for organizational constituents and staff, assists with research and writing, and manages the Vice President’s calendar of meetings, conference calls, and events.

RESPONSIBILITIES

Correspondence/Communication

  • Communicate with and engage leadership constituents (board members, donors, and corporate funders/sponsors), organizational partners and consultants, national and international officials, dignitaries and delegations, and media outlets (e.g. returning calls, replying to and writing e-mails, scheduling meetings, receiving visitors, etc.)
  • Serve as Vice President’s primary liaison to Studies staff and other departments (e.g. disseminating and obtaining relevant information, organizing departmental meetings, managing calendar requests, etc.)
  • Manage the paper flow in and out of the Vice President’s office including drafting, proofing, and editing outgoing correspondence
  • Answer incoming calls received by the Vice President and record/relay messages accordingly

Scheduling/Travel Arrangements

  • Manage Vice President’s calendar, including scheduling of internal and external meetings and conference calls, as well as speaking engagements and interviews with various media outlets, and creating/updating calendar entries for all Chicago Council programs and Studies-related activities
  • Make national and international travel arrangements for Vice President including booking of flights/hotel accommodations and creation of detailed trip itineraries

Meeting/Materials Preparation

  • Research and acquire relevant information on people and organizations with whom the Vice President is meeting
  • Manage all aspects of the biannual Studies Committee meetings (an advisory committee to the Board of Directors), including taking and transcribing the official minutes, corresponding and interacting with Committee members, assembling and disseminating meeting materials, preparing PowerPoint presentations, and coordinating meeting logistics

Administrative

  • Coordinate Vice President’s monthly accounting including credit card, expense, and time allocation reports, and create/submit check requests as needed
  • Filing and general office administration
  • Locate and order publications, supplies, and other materials as requested by Vice President

Other Responsibilities include, but are not limited to

  • Provide support at various Studies-related task force meetings and conferences
  • Provide oversight to Studies intern
  • Assist at the front desk twice a month to relieve the Receptionist/Registration Assistant in meeting/greeting Council constituents and handling incoming calls
  • Provide support at Council events approximately 1-2 times monthly (registration, ushering, etc.), requiring some evening and early morning hours
  • Perform other projects as assigned

QUALIFICATIONS

  • 3 – 5 years of experience as an assistant to a senior corporate, nonprofit, or think tank executive
  • Excellent verbal and written communication skills, including superb attention to grammar and details
  • Superior computer skills, including extensive knowledge of and experience using MS Office (Word, Excel, Outlook, and PowerPoint) and various database systems such as iMIS, Raiser’s Edge, etc.
  • Ability to communicate with people at all levels using courtesy and discretion
  • Demonstrated interest and/or background in international affairs/public policy a plus
  • Great initiative and a proactive spirit (e.g. the ability to anticipate the Vice President’s needs)
  • Team player and willingness to collaborate with colleagues

The Chicago Council on Global Affairs, founded in 1922 as The Chicago Council on Foreign Relations, is a leading independent, nonpartisan organization committed to influencing the discourse on global issues through contributions to opinion and policy formation, leadership dialogue, and public learning. The Chicago Council brings the world to Chicago by hosting public programs and private events featuring world leaders and experts with diverse views on a wide range of global topics. Through task forces, conferences, studies, and leadership dialogue, the Council brings Chicago’s ideas and opinions to the world. Learn more at www.thechicagocouncil.org.

TO APPLY

Please e-mail a cover letter and résumé as Word documents to hr@thechicagocouncil.org. You can also apply via the Council’s Web site at www.thechicagocouncil.org in the Career Opportunities section. EOE


Qualifications


See Job Description


Contact Details


Email:
hr@thechicagocouncil.org

Application Instructions


Please e-mail a cover letter and résumé as Word documents to hr@thechicagocouncil.org. You can also apply via the Council’s Web site at www.thechicagocouncil.org in the Career Opportunities section. EOE